Global Timeline Plan of IMS/QMS Activities for a Thermal Power Plant

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#1
Hi,

I hope I'm not bothering you too much these days. Anyway I appreciate your help and comments which are extremely helpful to me.

As I’ve already said in one previous thread, I work in a thermal power plant with about 3500 employees. Such a company has very branched organizational structure in every way (human – responsibilities for variety of processes / physical – geographic displaced locations).

Organization has established QMS, EMS, OH&S and in plan is establishing ISMS, Laboratory QMS, etc.

In a such organization and circumstances even establishing&reviewing objectives/targets/goals is a complex and time consuming process, because many people in distant locations are involved. The same is for identifying Aspects &Risks of activities, products, services. The same is for complex plans for reacting in emergency situations. Etc, etc, etc, ...

In contrast to procedures, which are periodically improved by initiative of procedure users, many other documents in IMS system tend to stay passive in that manner.

Practice has learned us that we have to FORCE systematic reviewing&editing of such documents, and that we must have appropriately assembled team for doing that. Team goes from place to place, collects needed information, and changes documents.

Management representative for IMS/QMS (or some other responsible manager) assembles/forms team by official „Request/inquire“ (sorry, I do not know the appropriate word for such obligatory document in English), for the actual task.

Management representative for IMS/QMS (or some other responsible manager) also expects official „Report“ of what’s done, after the team finishes the task.

We counted about 8 to 12 such important team-tasks to be done per year. Even some trainings are included.

Finally, we placed/distributed such tasks in a timeline plan, in the most adequate moment to be initiated, keeping in mind two external audits, two internal audits, a couple of Management reviews of IMS, and other non QMS company activities.

My questions:

Where is the most adequate place in IMS/QMS documentation to incorporate/enroll such a „Global timeline plan of IMS/QMS activities“ document? We already have a procedure „Management responsibility“, with nothing actualy said in it for now. It’s now like a placeholder procedure, with just copied relevant sentences from 9001, chapter 5. No records and documents are related to it for now.

If that procedure is adequate for the purpose I described, I could equip the procedure with templates how Management representative should „Request“ the actual task, and how it's supposed the Report look like. Those templates will become very important records after a task is finished.


Best Regards,
Vladimir
 
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Jen Kirley

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#2
Re: Global timeline plan of IMS/QMS activities

Good day Vladimir,

Typically I would place this review/update process in Control of Documents.

However, you described a scenario that requires more resources and coordinated efforts. In order to help ensure that happens I would support putting the process into Management Responsibility, particularly to reinforce that this activity does have a rightful place in the responsible people's priorities.
 
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